Agenda Who is Pingar 3 Customer Scenarios Who is 3Sharp 4 Steps to Sanity Q and A
Who is           ?         Pingar provides document understanding         tools and technologies, improving the way       ...
What does Pingar do?  Pingar App for SharePoint reads the content of documents and  automatically extracts keywords or phr...
Regain Control!1. Put Information at your users’ fingertips2. Act on your information with Business   Processes3. Increase...
Why Pingar for SharePoint?  Information at your Fingertips     Improve Findability     Know what a document is about witho...
Why Pingar for SharePoint? Increases user adoption   Knowledge workers HATE entering metadata   Make document contribution...
Why Pingar for SharePoint?   Increases compliance    Because you have more consistent metadata    Ability to identify cont...
Who is John Peltonen?                               Partner & Architect                               Focused on SharePoin...
Who is John Peltonen?
Regain Control!1. Put Information at your users’ fingertips2. Act on your information with Business   Processes3. Increase...
What we see -Common Lifecycle of a Portal:Ready!   Acquire software and hardware   Install SharePointFire!   Announce port...
What good is alife-sized map ofthe world?      SharePoint isn’t      necessarily falling      down due to lack      of met...
This clock is right twice a day!                                   Without control                                   and u...
Without planningand considerationSharePoint is anexcellent tool forincreasing userfrustration in theworkplace.
This rope is still holding something up                   Which documents in your                   organization have lega...
4 Steps to Sanity1.   Analyze your content2.   Identify your users and use cases3.   Encourage quality metadata automatica...
1. Document Assessment• What kinds of documents are created in your  organization?• What templates are (or should be) used...
1. Document Assessment• This involves more than just you…• Lots of leg work   – Various business divisions   – Legal   – I...
Sample File Plan Headings•   Document Type       Analyze Document Usage Spreadsheet•   Document Purpose•   Document Templa...
2. User Assessment  • Who in your organization creates documents?  • What kinds of documents do they create?  • What role ...
2. User Assessment• Author          Document Management Participants Worksheet• Document Type• Consumer                  h...
3. Encourage Quality Metadata  Where does quality consistent metadata come from?  • File (author, modified date)  • Automa...
4. Make things EASY                         1. Content Types                            Promoted properties from withinGr...
Congratulations!                   You are here!
Regain Control!1. Put Information at your users’ fingertips2. React better to your information with Business   Processes3....
Q&A      Owen Allen                John Peltonen      Vice President - Pingar   Partner - 3Sharp      Owen.allen@pingar.co...
Pingar 3Sharp Webinar Jan 2013
Pingar 3Sharp Webinar Jan 2013
Pingar 3Sharp Webinar Jan 2013
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Pingar 3Sharp Webinar Jan 2013

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Big City Metadata Tour - Pingar and Partners visit big cities to talk about how to get more value out of your SharePoint. John Peltonen, of 3Sharp, joined Owen for a joint presentation.

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Pingar 3Sharp Webinar Jan 2013

  1. 1. Agenda Who is Pingar 3 Customer Scenarios Who is 3Sharp 4 Steps to Sanity Q and A
  2. 2. Who is ? Pingar provides document understanding tools and technologies, improving the way organizations interact with content. The technology tags documents so users don’t need to, increasing user adoption, bringing unstructured content into structured processes and improving search. Pingar enabled organizations are finding content faster, making users lives easier, and improving business processes.
  3. 3. What does Pingar do? Pingar App for SharePoint reads the content of documents and automatically extracts keywords or phrases Not only keywords, also specific objects like people, places, times, dates, etc. 14 entities in total including custom Automatically Populates document libraries with the right metadata This helps SharePoint users find the content they need
  4. 4. Regain Control!1. Put Information at your users’ fingertips2. Act on your information with Business Processes3. Increase user adoption4. Mitigate Risk
  5. 5. Why Pingar for SharePoint? Information at your Fingertips Improve Findability Know what a document is about without opening Automatic search refiners Greater data consistency and integrity“We used the Pingar API to extract searchterms from SharePoint documents andused them to filter search results and tostreamline delivery,”-- Steve Hollowood, delivery manager,portals and productivity,Coles, Australia
  6. 6. Why Pingar for SharePoint? Increases user adoption Knowledge workers HATE entering metadata Make document contribution faster for users Information Architects, Content Managers, & Legal will thank you
  7. 7. Why Pingar for SharePoint? Increases compliance Because you have more consistent metadata Ability to identify content by meaning Judges don’t accept “I searched” as a valid argument Brings unstructured into the structured world Without metadata you can’t do BI or BigData Execute workflow based on documents Unlock the latent business value in documents
  8. 8. Who is John Peltonen? Partner & Architect Focused on SharePoint solutions since 2002 Pingar Gold Partner Favorite work pastime is drawing boxes on whiteboards johnp@3sharp.com
  9. 9. Who is John Peltonen?
  10. 10. Regain Control!1. Put Information at your users’ fingertips2. Act on your information with Business Processes3. Increase user adoption4. Mitigate Risk
  11. 11. What we see -Common Lifecycle of a Portal:Ready! Acquire software and hardware Install SharePointFire! Announce portal via email Provide some basic training (lists/libraries/etc)Aim! Document Assessment Business Process Assessment Governance Plan Etc…
  12. 12. What good is alife-sized map ofthe world? SharePoint isn’t necessarily falling down due to lack of metadata, but it makes it that much harder to find things
  13. 13. This clock is right twice a day! Without control and understanding of your documents, ShareP oint is not getting everything wrong, but it isn’t as functional as it could be!
  14. 14. Without planningand considerationSharePoint is anexcellent tool forincreasing userfrustration in theworkplace.
  15. 15. This rope is still holding something up Which documents in your organization have legal or corporate retention policies? How easy would it be for you to find all documents related to a specific customer or location?
  16. 16. 4 Steps to Sanity1. Analyze your content2. Identify your users and use cases3. Encourage quality metadata automatically4. Make everything easy for your usersYou will not get all of these implemented at once!Ship early and ship often and learn from yourmistakes
  17. 17. 1. Document Assessment• What kinds of documents are created in your organization?• What templates are (or should be) used for each document?• What metadata is appropriate for each document?• Where should the document be stored at each stage of its lifecycle?• What access rights should be given at each stage?• How does the document flow through the organization during its lifecycle?• Is this document a corporate record that has special archival/retention policies?
  18. 18. 1. Document Assessment• This involves more than just you…• Lots of leg work – Various business divisions – Legal – IT• Stack rank documents in order of business impact – ROI – Legal/Compliance regulations – Etc
  19. 19. Sample File Plan Headings• Document Type Analyze Document Usage Spreadsheet• Document Purpose• Document Template• Metadata• Workflow Process• Author Role• User Role• Other Roles• Format http://go.microsoft.com/fwlink/p/?LinkId=165873• Location See also: Plan content types and workflows in SharePoint 2013
  20. 20. 2. User Assessment • Who in your organization creates documents? • What kinds of documents do they create? • What role does the user of the document have? – Who reviews documents? – Who edits documents? – Who uses documents? – Who approves the publication of documents? – Who designs websites used for hosting documents? – Who sets guidelines and policies for managing documents? – Who manages records in your organization? – Who deploys and maintains the servers on which documents are stored?See: Identify users and analyze document usage in SharePoint 2013
  21. 21. 2. User Assessment• Author Document Management Participants Worksheet• Document Type• Consumer http://go.microsoft.com/fwlink/p/?LinkId=165871
  22. 22. 3. Encourage Quality Metadata Where does quality consistent metadata come from? • File (author, modified date) • Automatic (computer generated based on content within document) • Business Process (artifacts of workflows such as approval status, storage location) • User (manually entered)
  23. 23. 4. Make things EASY 1. Content Types  Promoted properties from withinGreat for high-profile Word Documentsdocument types andstorage locations 2. Folders  Location-based metadata defaultsGreat for ALLdocument types! 3. Pingar!  Automatic discovery of keywords, locations, entities, user s, custom taxonomy terms and more!
  24. 24. Congratulations! You are here!
  25. 25. Regain Control!1. Put Information at your users’ fingertips2. React better to your information with Business Processes3. Increase user adoption4. Mitigate Risk
  26. 26. Q&A Owen Allen John Peltonen Vice President - Pingar Partner - 3Sharp Owen.allen@pingar.com johnp@3sharp.com 1-855-PINGAR-1 425.882.1032

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